ALEC Engineering and Contracting L.LC. (ALEC), part of the Investment Corporation of Dubai (ICD), is a large construction company with related businesses operating in the GCC with a presence in Africa. ALEC has consistently evolved and grown over the last 20 years to become a trusted partner for the execution of complex and iconic construction projects. The company builds and provides construction solutions to exceed our clients’ expectations for quality, safety, functionality, and aesthetics.
ALEC has extensive experience in complex projects across diverse sectors including airports, retail, hotels & resorts, high-rise buildings, themed projects as well as construction management, design management, estimating, cost planning and procurement.
ALEC also possesses a Design and Build capability, which enables us to provide integrated construction solutions to our clients. ALEC offers its clients a complete turnkey solution with construction, MEP, fit-out, energy efficiency solutions and solar opportunities, facilities management capabilities, heavy equipment rental as well as technology systems.
Position Overview
We are seeking a highly organised and detail-oriented Document and Data Administrator to assist in the project of creating the company’s digital documentation filing system. This is a short term contract, for a period of 4 months. The successful candidate will ensure that all records, documents, and files are properly organised, sorted and stored according to company standard, while maintaining confidentiality and compliance with relevant regulations.
Responsibilities
Document Management:
- Follow a standard document control process in order to manage, sort and maintain an organised digital document filing system.
- Follow the provided instructions on how to sort through and archive documents that are out of date.
- Ensure proper categorisation, labeling, and indexing of files according to the company standard.
- Use the provided PDF management tool provided to extract, sort through and label all digital files accordingly.
Compliance and Standards:
- Ensure all documents comply with organisational and regulatory requirements.
Access and Security:
- Protect sensitive information and ensure all documents are handled appropriately.
Quality Assurance:
- Conduct a digital file audit during creation to verify the accuracy and completeness of overall digital file, in accordance with the document checklist provided.
- Address discrepancies or gaps in documentation as needed and ensure these are captured within the tracking document provided.
Coordination and Support:
- Promptly report any challenges, discrepancies or queries to the assigned company team members in order to get clarity on how to proceed.
Version Control:
- Implement revision histories and maintain records of changes when required.
Analysis:
- Recommend improvements to enhance documentation management and maintenance where possible.
Requirements
- High School Graduate
- Ability to handle confidential and sensitive information with discretion.
- Strong understanding of data protection and cybersecurity principles.
- Flexibility to adapt to new tools, technologies, and workflows.
Technical Skills:
- Proficiency in Microsoft Office Suite (Word and Excel).
- Knowledge of electronic filing systems and version control.
- Knowledge of how to use Adobe and PDF Tools.
Soft Skills:
- Excellent organizational and multitasking abilities.
- Strong attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Problem-solving and decision-making capabilities.
